Request for Qualifications
For
Accounting and Financial Management Services
March 31, 2017
I. INTRODUCTION:
Opportunities for Williamson and Burnet Counties invites qualified firms or individuals to submit a Statement of Qualifications to provide specifically identified accounting and financial services. The qualified vendor or individual will have demonstrated verifiable experience in the strategic oversight, leadership, management and administration of a Finance and Accounting department for a non-profit Community Action agency. Information required for a complete proposal is listed in the following “Statement of Qualifications” section.
II. BACKGROUND:
Opportunities for Williamson & Burnet Counties (OWBC) was established in 1965 as the area’s official Community Action Agency. The organization is a private, non-profit corporation governed by elected officials, community leaders and target area representatives. Throughout its history, Opportunities has administered a wide range of social service and economic opportunity programs benefiting many, primarily low-income citizens. OWBC has an annual operating budget of over $12 million and a staff of more than 200.
Currently, OWBC has full time positions budgeted for the oversight and management of the Finance Department. The team consists of a Finance Director, Accounting Manager, Staff Accountant and Accounts Payable Clerk. Due to a recent change in executive leadership, OWBC is seeking the services of an independent consulting firm or individual to conduct a review of the finance/accounting department, including but not limited to the following: developing accounting/finance process and procedures; cash reconciliation; audit preparation; review of prior year audits and corrective action; preparation of monthly financials; preparation of year end and closing year requirements; identifying internal controls; finance and accounting compliance; best practices and providing a recommendation for how to most effectively manage the department for the future.
III. SCOPE OF WORK:
OWBC is seeking responses from well-qualified and experienced accounting and financial management consultants with experience in all aspects of non-profit grant funded accounting. Qualified candidates should have a working knowledge of accounting principles and practices, accounting procedures, budget preparation principals and skills, electronic data processing applications (using Abila Fund Accounting) as well as knowledge in OMB Uniform Guidance, UGMS, Texas Administrative Code, and CFRs. Respondents must have working knowledge of MS Office such as Word, Power Point and Outlook, and an excellent knowledge of Excel.
The consultant should become familiar with OWBC’s policies, procedures as well as grant and contract compliance. The consultant should be able to problem-solve and understand generally accepted accounting principles (GAAP) and Fund Accounting. The consultant must possess strong analytical skills; such as reconciling accounts and working with financial statements. They must have the ability to identify problems or mistakes and propose corrective action, interpret various laws and regulations, and guide staff through unexpected projects with limited notice in a highly government regulated environment.
The consultant must ensure that all accounting transactions are recorded properly and reconciled to the organization’s financial statements. The consultant must be aware of proper internal control procedures and be able to make suggestions on how to strengthen the organization’s internal controls and mitigate risk.
The successful respondent must work well under pressure and be able to meet short deadlines. OWBC is seeking a qualified consultant that will be readily available in order to identify strengths and weaknesses, evaluate staffing structure, duties and responsibilities. The consultant’s role will also be as an evaluator with respect to assisting the organization in hiring the proper Finance Director to lead the Finance Department as well as an Accounting Manager or other staff if appropriate.
Until such time as a new CFO is able to properly fulfill the duties as described by the organization, the consultant shall perform or assist in the performance of the following duties related to OWBC accounting and financial services:
· Analyze and make recommendations pertaining to all major financial decisions and questions facing OWBC.
· Work closely with staff and in collaboration with the OWBC Board of Directors’ Finance Committee and other groups as determined by the Executive Director.
· Assist with the FY 2016 financial audit process and funder audits.
· Oversee the planning, preparation and monitoring of the annual budget, make recommendations as to available resources and financial limitations.
· Assist the Executive Director with securing the services and coordinating the relationships with various parties, such as bankers, insurance brokers, investment advisors, rating agencies, actuaries and legal counsel.
· Review and recommend action with regard to financial commitments of OWBC including commitments to acquire or dispose of property and the construction of new buildings.
· Review and recommend action with regard to loans and draw requests on the OWBC line of credit with all lending institutions.
· Implement and evaluate financial policies and procedures to insure practices meet grant guidelines, OWBC policies and government regulations.
· Prepare and review monthly financial transaction reports.
· Assist in training accounting/finance staff in processes and procedures required to properly administer the Finance Department.
· Respond to requests for information from Senior Leadership staff, Finance Committee, Facilities Committee and other parties as needed, providing each request is approved by the Executive Director.
· Assist in reviewing all contracts, trusts, deeds, affidavits, and other legal documents submitted to the Executive Director as they relate to financial matters.
· Coordinates with other departments concerning short and long-range fiscal needs and plans.
· Act as a resource for the annual audit.
· Review and post accounts payable entries in the accounting system ensuring accuracy, timeliness, appropriate supporting documentation and proper program coding of expenses
· Oversee expense allocations among programs
· Oversee other financial programs including all grant accounting functions, accounts receivable, accounts payable, deposits, property/liability worker’s compensation program and payroll.
· Calculate grant draw requests and submit funding requests
· Prepare and submit financial reports to funders.
· Coordinates with other departments concerning short and long-range fiscal needs and plans.
· Maintain schedule of required reporting for all programs
· Work with facilities manager to track fixed assets
· Reconcile bank accounts
· Ensure accounting policies are followed and updated when necessary
· Complete month-end and year-end close procedures
· Assist with preparation for various audits (financial, grant, benefits, and retirement).
· Research, analyze and respond to various accounting inquiries.
· Prepare program reports for internal use upon request
· Prepare audit schedules and provide information as requested for external audits.
· Process payroll, quarterly and annual reporting including annual W-2’s.
· Maintain payroll records according to records retention policy and or regulatory compliance.
· Perform other tasks related to the Finance Department as agreed upon by the consultant and the Executive Director.
IV. DESIRED QUALIFICATIONS:
The Statement of Qualifications and Credentials should be prepared in sufficient detail to permit OWBC to evaluate the proposed vendor’s or individual’s ability to provide the services described in the Scope of Work and all interested parties shall provide three references as to quality of their work product, professionalism, integrity and ethics. Responses can be submitted in soft copy format, via email, but interested vendors or individuals must provide three hard copy proposals by due date to OWBC’s main office at the address below.
V. CONTACT INFORMATION AND TIMELINE:
· Contact Name: Gordon Pierce, Executive Director
· Client Name: Opportunities for Williamson and Burnet Counties
· Address: 604 High Tech Drive, Georgetown, TX 78626
· Telephone: 512-763-1400
· Email:
RFQ Process / Due DateRFP Issue Date / 3/31/2017
Proposer Questions Due / 4/06/2017
Response to Proposer Questions / 4/13/2017
Proposal Due Date / 4/20/2017
Selection of Preferred Vendor / 4/21/2017
Anticipated Project Start / 4/24/2017
VI. PROPOSAL GUIDELINES AND REQUIREMENTS
The following guidelines and requirements must be followed in preparing and submitting a proposal. Proposals should be presented in the following manner and format:
An Introduction Letter from the person or persons authorized to sign on behalf of the company
· Title Page: RFQ Title, Company Name, Address, Web Site Address, Telephone Number, Fax Number, Email Address and Contact Person.
· Table of Contents
· Executive Summary
· Solution: Proposed solution, including the features, benefits and uniqueness of the vendors or individuals capabilities and resources.
· Schedule: Estimated project time line associated with expectations outlined in Statement of Work.
· Fees: Include a bulleted list of exact deliverables associated with the stated fees.
· Terms Conditions: Include a copy of standard contract terms and conditions.
· Qualifications Credentials
· Vendor is responsible for all travel expenses to present proposal.
Statements made in the proposal are binding, therefore a representative of the company that is authorized to do so, preferably an officer of the company, must sign the proposal before final submission.
Respondents will be bound by the price quoted in the proposal if the proposal is accepted within three (3) months after submission. The price quoted should be comprehensive and inclusive. Services offered which are beyond the scope of the stated requirements may be included in the proposal; however, they must be separately identified and priced, and, at the organization’s discretion, may not be included in the awarded contract.
If the execution of work to be performed requires the hiring of sub-contractors, this must be clearly stated in the proposal. OWBC retains the right to refuse the sub-contractors you have selected. By submitting a proposal, you agree to all terms and conditions of this Request for Qualifications.
VII. PROPOSAL INCLUSIONS
Respondent’s proposal should address:
· Details of services provided by respondent.
· Features and functions of professional services in the areas of Finance and Accounting.
· Recommendations for any additional services deemed to be worthwhile as part of the overall scope of work along with detailed value propositions for those services or functions, and corresponding pricing quotes.
VIII. STATEMENT OF QUALIFICATIONS AND CREDENTIALS
Respondent’s must provide the following information:
· References: Provide the customer name, contact name(s), and telephone number(s) for at least three (3) references that OWBC may contact regarding the proposed professional services. These references must be clients that previously utilized solutions in the area of finance and accounting.
· Description of general services offered in addition to specific elements mentioned above.
· Specific staffing recommendation information with respect to how many personnel should be hired for the department.
· Description of the level of the consultant’s availability during and after implementation.
IX. EVALUATION CRITERIA
The following criteria form the basis upon which OWBC will evaluate proposals. The mandatory criteria must be met. The mandatory criteria for this project are:
· Receipt of your proposal by deadline
· Presentation and interview
· Experience in the specific work requested in this RFQ and any previous non-profit or Community Action Agency partnerships; candidate has successfully competed similar projects and has the qualifications necessary to complete project outlined in Statement of Work.
· Proposed approach to the work requested in RFQ
· Rates and fees
Opportunities reserves the right to reject all Requests for Qualifications.